PHOENIX Guidelines for Applicants 3rd Cohort En

8/18/2019 PHOENIX Guidelines for Applicants 3rd Cohort En

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http://www.em-phoenix.eu/Europe- (Palestine, Jordan, Syria and Lebanon)Intercultural Exchange For Internationalization:

Research Management, Student employability and Academic Excellence

Erasmus Mundus Action 2 – Strand 1- Lot 2

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With the Support of the Erasmus Mundus Programme of the European Union

GUIDELINES FOR APPLICANTS- PHOENIXTHIRD COHORT

Deadline for applications (for filling the form and submitting the documents)From 9 th December 2015 to 1 st February 2016

1. INTRODUCTION

PHOENIX is a project funded with the support of the Erasmus Mundus-Action 2Programme of the European Commission. Phoenix project intends to develop a structuredmobility based cooperation between 17 universities: 3 Palestinian, 2 Lebanese, 1 Syrianand 2 Jordanian Higher Education Institutions on the one side and 9 EuropeanHigher Education Institutions from the second side.

Phoenix includes scholarships for undergraduate, master, PhD students, post-doctorateand also for staff members (academic and administrative) distributed in three cohortsto undertake a mobility period or obtain a full degree in Europe. They include a monthlyallowance, travel, insurance and participation costs.

The current call for applications is only open to EU mobilities to Middle East

Applicants are kindly requested to carefully read all the information contained in thisdocument before proceeding to fulfill and submit the online application form.

2.- PARTNER UNIVERSITIES

The Universidad de Almería (Spain) is the Coordinator of this project and the IslamicUniversity of Gaza (Palestine) is the Co-coordinator. PHOENIX Partnership is composed

by the following 17 partner universities and 5 associated members:

Middle East PartnersThe Islamic University of Gaza (Occupied Palestinian Territory)Princess Sumaya University for Technology (Jordan)Arab International University (Syrian Arab Republic)Lebanese American University (Lebanon)An Najah National University (Occupied Palestinian Territory)Petra University (Jordan)Birzeit University (Occupied Palestinian Territory)Modern University for Business and Science (Lebanon)European Partner UniversitiesUniversidad de Almería (Spain)


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Universidad de Sevilla (Spain)Université Pierre et Marie Curie (France)Universidade do Porto (Portugal)Universite Libre de Bruxelles (Belgium)Università degli S tudi dell’Aquila (Italy) University of Tampere (Finland)Wroclaw University of Technology (Poland)Carl von Ossietzky Universität Oldenburg (Germany)

Associated Members:Mediterranean Universities Union (UNIMED) (Italy)Ministry of Higher Education (MOHE) (Palestine)World University Service Mediterranean (WUSMED) (Spain)Friedrich Ebert Stiftung (FES) (Palestine)United Nations Reliefs and Works Agency (UNRWA) (Jordan)

3.- TARGET GROUPS

Depending on their characteristics, all applicants fit in one of the three Target Groupsestablished by the European Commission Programme. Each of the Target Groups has

different types of mobility scholarship available. Target Group 1 (TG1)

- Nationals of Jordan, Lebanon, Palestine and Syria who are registered/work inone of the third-country partner universities that is a member of the partnership.

- National of European countries who are registered/work in one of the European partner universities that is member of the partnership(See section 2 of this call for applications in order to know which universitiesare members of the partnership).

Target Group 2 (TG2)- Nationals of Jordan, Lebanon, Palestine and Syria who:

o Are registered/work in a higher education institution o these countries thatis not included in the partnership (students and staff);

o Have obtained a university degree or equivalent by an institution of thesecountries (students only)

- Nationals of European countries who:o Are either registered/work in a HEI (not included in the partnership) of any

European country (students and staff);


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o Have obtained a university degree or equivalent by a HEI of any Europeancountry (students only).

Target Group 3 (TG3)- Nationals of Jordan, Lebanon, Palestine and Syria who are in particularly

vulnerable situations, for social and political reasons. For example:o Having a refugee status or asylum beneficiaries (international or according

to the national legislation of one of the European recipient countries) or

o It can be proved that they have been the object of unjustified expulsion fromuniversity on racial ethnic, religious, political, gender or sexual inclinationor

o They belong to an indigenous population targeted by a specific national policy or IDPs (Internally Displaced Persons)

PLEASE NOTICE: All the Potential applicants from Target Group III must presentofficial documentation that proves their eligibility for this group. And this must beuploaded in section 10 of the application form. In case applicants fail to do so theconsortium will consider them as TGI or TGII applicants (depending on the homeinstitution). Syrian candidates will not have to submit proof of being in particularlyvulnerable situation.

4.- GENERAL ADMISSION REQUIREMENTS

In order to be eligible for an Erasmus Mundus scholarship under this project, applicantsapplying for a mobility scholarship must fulfill the following general criteria:

Eu ropean Students Must be national of one of the eligible European countries; Must have sufficient knowledge of the language of the courses or of one of the

languages currently spoken in the hosting countries; Undergraduate students must have successfully completed at least one year of

studies at first higher education level Must have not benefited in the past from another scholarship for the same type of

mobility under another project under the EMA2-STRAND1. For Target Group 1 (TGI): students need to be registered at one of the European

countries HEIs within the partnership at the time of submitting their application tothe partnership. Undergraduate students must have successfully completed at leastone year of studies in their home institution;


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Must be a national of one of the eligible countries; For Target Group 1 (TGI): Third-country staff must work in or be associated to

one of the third country HEIs participating in the partnership. EU staff must workin or be associated to one of the EU HEIs participating in the partnership;

For Target Group 2 (TGII): Third-country staff must work in or be associated toa HEI (not included in the partnership) of any third-country concerned by the lot.EU staff must work in or be associated to a HEI (not included in the partnership) ofany European country.

The home and host universities and the individual staff must agree on the programme of lectures to be delivered by the visiting staff, on the researchactivities or on the type of training to be followed.

5. TYPES OF MOBILITY

PHOENIX project includes in this Third Cohort 3 types of mobility according to theacademic level of the candidates:

- Undergraduate (exchange)

-

Master (exchange)- Academic/Administrative staff

Taking into account the above mentioned levels, candidates must meet the followingspecific requirements:

Specific criteria for all types of mobility:

Undergraduate studentsThird-country undergraduate students belonging to TGI must have successfullycompleted at least one year of studies in their home institution.European undergraduate students must have successfully completed at least oneyear of studies at first higher education level.

Master students Master students must have finished their undergraduate studies (Bachelor orequivalent) and be currently enrolled in a Master degree in their country ofresidence.

Academic and Administrative Staff: Have to serve at a higher education institution either as academic or administrativeemployees.


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Both academic and administrative staff should contact their respectivecounterpart at the host university in order to accordingly draw up theirteaching/working plan.For administrative staff priority will be given to those candidates who develop theirmain activity in the following thematic fields:

1. International Relations and Networking2. Scientific research management3. Employability services and entrepreneurs support

It is noteworthy to mention that in addition to these criteria there may be other definedinternally by each partner institution of the project, so applicants must make sure to ask thecontact person of the institution about the specific eligibility criteria established either intheir home institution (if applicable) or in the host institution(s) which they intend toapply to.

6. TYPES OF SCHOLARSHIPS

The PHOENIX project supports 154 SCHOLARSHIPS distributed in three Cohorts and

divided according to the following:

55 Undergraduates – 28 Masters – 20 Doctorates- 15 Post-doctorates- 36 Staff

Note that the following information refers to the initial selection through the first and thesecond cohort. In the third cohort the remaining scholarships and any possible withdrawalsor dropouts will be allocated.

FIRST COHORT:

Call for Applications : It was open from 2 nd December 2013 to 27 th of January 2014Results were communicated in May 2014.Type of Mobility: Undergraduate, Full Master, Master exchange, Full Doctorate, Post-doctorate and Staff.

PHOENIX FIRST COHORT

Undergraduates Masters Doctorates Post-doctorates

Staff TOTAL

TOTAL 27 29 20 8 25 108


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SECOND COHORT

Call for Applications: It was open from 14 th November 2014 to 15 th January 2015.Results were communicated in May 2015.Type of Mobility: Undergraduate, Master exchange (from Europe to Middle East), Pos-doctorate and Academic and Administrative Staff.

MOBILITY FROM EU TO MIDDLE EAST

Europeans TG1 TG2 TOTAL

Undergraduate 9 0 9

Master

Exchange

0 1 1

Post-doctorate 1 1 2

Staff 0 0 0

TOTAL 10 2 12

MOBILITY FROM MIDDLE EAST TO EU

Thirdcountry

Undergraduates Masters Post-doctorates

Staff TOTAL

Jordan 3 - 2 3 8Lebanon 7 - 2 4 13Palestinianoccupiedterritory

5-

2 - 7

Syria 2 - - 4 6SUM 17 - 6 11 34


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7. AMOUNT OF GRANTS

PHOENIX will cover the following:

Subsistence Allowance Insurance Coverage (health, travel, accident) Direct visa costs and travel expenses for one economy class return ticket Participation costs (if applicable)

7.1. Subsistence Allowance

A scholarship agreement that defines all the conditions, benefits and responsibilitiesrelated with the project implementation as well as the schedule of payments covered by thescholarships will be signed by each institution, the scholarship holder and the coordinatinginstitution. Only after this document is signed it will be possible to transfer thescholarships. Each EU partner must provide to both incoming (fromJordan/Lebanon/Palestine/Syria to EU countries) and outgoing (from EU countries toJordan/Lebanon/Palestine/Syria) scholars the first two installments right after the arrival

of the scholar at the host university. For the rest of the mobility, the subsistence allowance

MOBILITY PER TARGET GROUP

Type of Mobility Outgoing Third Country

Incoming TOTAL

EuropeanThird Country Nationals

TG1 TG2 TG1 TG2 TG3

Undergraduates 9 0 9 0 8 26

Masters 0 1 0 0 1

Post-doctorates 1 1 3 0 3 8

Staff 0 0 9 2 0 11

TOTAL 10 2 21 2 11 46


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will be provided on a regular basis and will be paid monthly by the coordinating institutionto the grantee bank account. Monthly subsistence allowance can only be paid as from themonth of arrival and covers each full month of the mobility, based on the academicgrounds.

Type of mobility Subsistence Allowance

Undergraduate 1.000 €/month Master 1.000 €/month Post Doctorate 1.800 €/month Academic and Administrative Staff 2.500 €/month

7.2. Insurance CoverageThe coordinating institution will provide directly to each scholarship holder acomprehensive health, travel and personal accidents insurance valid in the host country, inline with the demands of the EACEA – Education, Audiovisual and Culture ExecutiveAgency. This insurance will be valid since the moment and place of departure to themobility period until the return, when the mobility period is over.

7.3. Travel costsThe project’s coordination will be responsible for booking and paying the grantee’s two -way travel ticket between the ho me University’s city and the host University’s city havingas reference the maximum amounts foreseen by the EACEA for each travel. In case thehome or host institutions are not located in a city with an international airport, thescholarship holders must keep the invoices of the local transportation such as bus, subway,or train used to undertake the travel, so as to be able to submit a reimbursement request tothe coordination. This request should be made as soon as possible, in a proper form thatwill be available online in Scholarship Holder’s Section and that should be accompanied

by the scanned original invoices of payment. The original documents must be sent to thecoordinating institution that will analyse the possibility of reimbursement.

In case of long stays (more than 10 months) it will not be possible to buy the return ticketimmediately. Therefore, all reimbursement requests will be put on hold until thecoordinating institution can buy the return ticket and use the leftovers to reimburse othertravel expenses. Taxi expenses are strongly discouraged. The coordination will carefullyanalyse each expense, not considering eligible taxi expenses between cities if there is otherless expensive means of transportations. All the reimbursements will be made considering

the exchange rate to the day in which the expenses were done. In case the scholarship


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holders wants to change the flight dates for individual purposes this may be allowed aslong as the return date Is not before the foreseen ending date of the programme ofactivities/mobility. All changes should be paid by the scholarship holder and not by the

project. Please note that it will not be possible to reimburse neither any accommodationexpenses nor a vacation travel to the grantee’s home country .

Return travels of the scholarship holders with duration above 10 months will be booked bythe coordination at least six months before the return date. Travels will be purchased based

on the ending dates communicated by the host institutions and after receiving the approvalof the scholarship holders. If there is any need to change the travel afterwards, thecoordination will not be able to pay those costs, so each scholarship holder must assuretogether with the host institution that (s)he finishes all the activities in due time.The following unit costs are applied for travel costs, including airfares and visa relatedcosts , for the direct/linear distance (“as the crow flies”):

For Target Group 1 on one side the location of the sending HEI and on the otherside the hosting HEI premises;

For Target Group 2 on one side the location of origin of the student/staff and onthe other side the hosting HEI premises;

For Target Group 3 the location of residence of the student and on the other sidethe hosting HEI premises.

Distance (km) Maximum amount (€) < 500 250

500 – 1.000 5001.000 – 1.500 750

1.500 – 2.500 10002.500 – 5.000 15005.000 – 10.000 2000

> 10.000 2500

Travel costs Scheme

For distance calculations, please refer to http://www.mapcrow.info

http://www.mapcrow.info/http://www.mapcrow.info/http://www.mapcrow.info/http://www.mapcrow.info/


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8. DURATION OF THE MOBILITIES

Candidates must take into account that mobility duration will vary depending on theiracademic level and their origin country:

FROM EU TO MIDDLE EASTUndergraduates(exchange)

5 months

Master (exchange) 5 monthsStaff 1 month

9. APPLICATION PROCEDURE

9.1. Preparing the application

In the phase of preparing the application, the candidate should follow the subsequent steps:

1. Verify the eligibility criteria previously indicated;

Select at least one host institution among the set of institutions of the project. It is highlyrecommended that the applicants select up to 3 host institutions, which must bedifferent, of the available options but always in respect of the language and backgroundrequirements defined by each host institution. However, 2 nd and 3 rd choice institutionsmay decide not to evaluate these applications depending on the total number of receivedapplications. When selecting the host institution(s), it is crucial to:

Ensure that you master the language of tuition or that the host institution provides support for applicants without the needed language skills for thecountry/course;

Consider the identified areas of excellence in each partner institution; Ensure that you have the necessary academic background in terms of study

areas/degree to apply to the type of scholarship and to the selected activity; Be aware of the real cost of living at each partner institution and analyse it

considering the monthly amount of the scholarship, in case of selection;


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Consider the need to adapt to different cultural realities and also to differentclimate conditions, in case of selection.

Consider the need to come to Europe with some financial support for the firstdays

2. Read attentively the Guidelines for Applicants and the FAQs section ;

3. Collect all necessary information and documents to fill in the Application

form

Several documents are mandatory. If not uploaded in section 10 of theapplication form, the application cannot be submitted. In case of unreadabledocuments the application will be considered invalid and will not beevaluated

4. Prepare an education/training project describing the aims, activities andforeseen study/working plan and having into consideration the objectives andgoals of the programme;

5. Ensure that the project proposal is objective and specific concerning itsmethodology and viability, impact and benefit, as well as the capacity ofattaining the project’s purposes within the timeframe established by the durationof the scholarship. The lack of detailed information or objectivity will reducethe chances of success during the process of application’s evaluation;

6. Make sure that the motivation presented in the application concerning themobility’s benefits and expected outcomes is clear and reflects each one of theoptions selected (maximum of 3 host Universities);

7. Create a log in a password : Once all the information is gathered and compiledin a teaching/training project, the applicant should create a log in and a

password to be granted access to the Application Form available on the project’s website (http://em-phoenix.eu) .

9.2. Online SubmissionTo fill in the Application Form, the following steps must be considered:

The applicants should have a valid e-mail address and an Internet connection.

http://em-phoenix.eu/http://em-phoenix.eu/http://em-phoenix.eu/


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As a way to access the form, the applicants should create a new login in the“Apply” section, selecting the type of scholarship they want to apply to (ex.:Master student).

The form will open with a set of questions regardinga. General eligibility criteria;

b. Identification of Target Group;

Only online applications are considered eligible.

The applicants must answer truthfully to all questions so as to ensure thefulfillment to all general eligibility criteria. In case one eligibility criteria is notfulfilled, the system will immediately inform the applicant through thefollowing message: “Sorry, you are not eligible.”

The applicants should then fill in the online Application Form available on the project’s we bsite. The system will save a draft of the application every time the

“Save” button is pressed, allowing it to be revised, edited and completed. The partnership will make available a Word version for download and easiercompletion. Afterwards each applicant must copy/paste the information in theonline application form.

The applicants should carefully prepare and revise the application before pressing the “Submit” button.

After selecting the “Submit” button, it is not possible to make any

additional change to the already submitted proposal. Accordingly, ifyou would like to make any valid changes, you must create a newregister and fill in another application form

The online application form is only available in English . However, before starting to fillin the Application Form, the applicants must be sure of having all the certificates andlanguage skills required to attend the sought programme(s) and the Institution(s).Candidates have to submit all supporting documents in the official language of instructionof the hosting university, or failing that, in English. Candidates applying to severaluniversities with different languages of instruction should submit their supporting

documents in English.


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The deadline for the submission of the online applications for the Call is indicated onthe webpage of the project (http://em-phoenix.eu ) and has as reference the CentralEuropean Time (CET). The Coordination Office will do everything possible to avoidsystem failures but cannot assume any responsibility if it is not possible to submit theapplication in the very last minutes before the deadline. Applicants must avoid the lastminute applications so as to guarantee there will be no problems in the submission of theapplication form. It is reminded to all candidates that applications sent by mail, fax or e-

mail will not be accepted .

By pressing the “Submit” button, the application is closed and sent to the CoordinationOffice, which gives it a code. A digital certificate that contains the date and hour of thesubmission is issued and sent to the applicant as well as a full copy of the application. Thisdigital certificate does not constitute a confirmation of eligibility or of selection , it justconfirms the submission of the application.

Please include a valid e-mail address in your application for communication purposes. Donot include in the application form the e-mail of another colleague or friend that is alsoapplying as the communication of results will be done exclusively by e-mail and this couldgenerate problems in interpreting the selection results. The applicants should only have onevalid application at the beginning of the selection procedure. Being so, if the sameapplicant submits several online forms, the informatics system will automatically considerthe last one as the only valid and will disregard the other applications.

In the case of applications to master and doctorate mobility scholarships , werecommend the applicants to request the cooperation of a hom e institution’s professor who supports them in the preparation of the application. Such support will allow an easier

selection of the host institution where the research can be carried out and the mobility project is more feasible. Simultaneously, the home institution’s contact will help theapplicants to ensure the quality of the working/study plan, guaranteeing a well structured

project that puts together the applicants interests and the priorities of scientific researchand local technologies.

The name of a professor or researcher acting as a contact person in the hostinstitution can be identified in the application. This may facilitate theevaluation procedure of the submitted application.

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In case of Target Group I applications, the carrying out of the application procedureshould always count with the support of the home institution’s contact person responsiblefor providing the information about the local eligibility criteria that should be madeavailable to the applicant.

9.3. Documents to be submitted by the applicantsThe applicants should submit in section 10, together with the online application, a digitalcopy of several documents. In case a document is considered mandatory by the hostinstitution, it must also be included online. If a candidate fails to do so the application will

be immediately excluded without any possibility of appeal.

All documents must be accompanied by a translation into English or the workinglanguage at the host university. At early stages of application, non-certified translations areacceptable. Selected candidates, however, will have to provide an official certifiedtranslation into English or the working language at the host university of the most relevantdocuments (transcripts, degree, etc.)

Photo (mandatory for all types of mobility) Video (optional) Formal Identity Document (mandatory for all types of mobility) – Must be issued

by a national authority otherwise it will not be considered valid and the applicationwill be immediately excluded. In case your country does not issue such document itis mandatory to upload a copy of your passport.

Passport (Optional when a formal identity document has been uploaded). It willhave to be uploaded before the start of the mobility.

Certificate proving the obtained degree or Certificate confirming the expecteddate of graduation, which must be before the foreseen starting date of themobility – (Mandatory for Master, and Post-doctorate mobility). Must be issued bya university, dated, signed and stamped, otherwise it will not be considered valid

and the application will be immediately excluded. In the case of having achievedmore than one academic degree, the uploaded file must contain the scan of alldocuments. It is not necessary to homologate the diploma during the call forapplications phase. In case the host institution requires the homologation of thediploma, the scholarship holder will have to do it immediately after the notificationof selection.

Transcript of Records – (Mandatory for Undergraduate and Master) must beissued by the home university, stating in detail all courses taken and gradesobtained. This document must be dated, signed and stamped by the institution,


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otherwise it will not be considered valid and the application will be immediatelyexcluded.

Stateme nt of the partner institution with a brief description of the applicant’smain activity. (Mandatory for Academic Staff, Administrative Staff). Thisdocument must be dated, signed and stamped by the institution, otherwise it willnot be considered valid and the application will be immediately excluded. Thedeclaration should be written in the language of the host University or, in case ofchoosing several host Universities, in English, by the responsible person for the

applicants’ activities/project at the h ome institution. Statement of support from the University of origin. (This document ismandatory for Target group 1). This document must be issued by a professor or bythe respective academic department of the applicant. It must be dated, signed andstamped by the home institution, otherwise it will not be considered valid and theapplication will be immediately excluded. This document is only mandatory forTG1 applicants. TG2 and TG3 applicants are advised to include this statement ofsupport but such document is not mandatory.

Statement issued by the home institution regarding the applicant’s enrollmentin the degree course. (Mandatory for Master Mobility and for TG1Undergraduate, Master and Doctorate). Statement issued by the Home Institution(partner) regarding the applicant’s enrollment in the degree course. The expectedending date in which the student will finish his/her studies at home university.

Certificate of language skills- This document must be dated, signed and stamped by the issuing institut ion. If the host institution you’re applying to, demandsspecific language skills (e.g. Dutch or English), the upload of the correspondentlanguage certificate is mandatory. If this document is not uploaded, the applicationwill be immediately excluded from the project without possibility of appeal. Inother cases, it is optional. In case a candidate is from a country whose officiallanguage is the same spoken in the host country or in the course offered by the hostcountry it will not be necessary to upload the language certificate. The candidatemust only submit its own statement confirming that he/she masters the language forthis reason.

Pre-admission Letter from Host University: Recommended for Post-Doctorate. Declaration of Honor from the applicant – This document must be dated and

signed (mandatory for all types of mobility and you can download the templatefrom the application form).

Document that specifically proves you actual status of physical disability. For

example: declaration of honor from a doctor, recent medical exam; etc. In case you


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fail to do so, we will not consider you as a candidate in particularly vulnerablesocio-economic situation.

Document that specifically proves your vulnerable socio-economic situation.This document must be dated, signed and stamped by the issuing entity. In case youfail to do so we will not consider you as a candidate in particularly vulnerablesocio-economic situation.

Document that specifically proves you actual refugee or asylum status. Thisdocument must be issued by a recognized authority and must also be dated, signed

and stamped by the issuing entity.

All documents abovementioned must be attached to the Application Form. It isimportant to highlight the fact that incomplete applications or with blank orunreadable documents will not be considered eligible and will immediately bedisregarded.In case you want to attach more than one document in the same file (ex: support letterof the home institution), the attached file should include the scanning of all documents,up to maximum size of 2 MB. Due to limitations in the web server that hosts thiswebsite, the uploaded documents must have a maximum size of 2 MB.

How to upload a document?You should follow the following steps for each of the required documentsClick in “Browse” and select the document Click in “Upload” After uploading all the documents you just need to click in “Back to the menu” and thesection will become green ( ). GUI-PDF-TK and PDFSAM are useful free softwarefor handling PDF documents. You can download it from the application form.You must start by putting in a folder all PDF documents you want to merge. Then youshould use the “Join” command to merge them all in a new single PDF document.Afterwards you can upload the new document to the correspondent section.

10. EVALUATION AND SELECTION OF APPLICATIONS

All valid applications received will be included as read-only documents in a protecteddatabase. All the legal requisites concerning the manipulation of personal data will beobserved and it will always be kept confidentiality of the information submitted online.The database will only be accessed and revised by authorized persons in the home andhost institutions who have an access code. This is also the case of the offices of theCoordination Office, the technical experts that will participate in the evaluation

process.


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1st Step: VALIDATION PROCESSIn case of Target Group I and Target Group II applicants from partneruniversities: before proceeding to the technical/scientific evaluation of applications,the contact person and/or responsible for the implementation of the project in theapplicants’ home institution will verify all applications and will invalidate those that donot comply with the eligibility criteria established by the programme, the partnershipand by the home institution (see section 4). A direct contact between the applicantand the contact person at the home institution is therefore crucial to determine

which are the eligibility criteria defined locally.In case of Target Group II applicants from non-partner universities : For Europeanapplicants, the coordination will be responsible for the verification of all uploadeddocuments and information provided. For Middle East applicants, validation will bemade by partner universities members of the Regional Management Panel.In case of Target Group III : the Regional Management Panel will proceed to thechecking of the eligibility criteria and the informative documents presented by theapplicant and then the applications will be handled in the same way as described above,according to their home institution.

2nd Step: EVALUATION PROCESS

The applications that comply with the demands to be evaluated in technical terms will be considered by the host institutions indicated by the applicant. The evaluation panelscomposed by experienced academics, researchers and experts selected by eachinstitution will have the responsibility to assess the applications and give a grade to the

proposed mobility. Once all applications are assessed and graded, the host institutionwill then make a list with the position of the selected applicants. This list will be basedon the academic quality, which constitutes the most relevant aspect of the application’s

assessment, but will also respect the cross-cutting issues such as the geographic andgender balance, physical disabilities and the socio-economic situation of the applicants

providing a more equal and fair selection process. Keep in mind that depending on thenumber of applications received some partner institutions may decide not to evaluateapplications which have chosen those institutions as a 2 nd and 3 rd option. This is aninternal decision of each partner and is fully respected by the project’s coordination. According to the type of scholarship, the evaluation of applications will comply withthe following criteria and weighting factors:

Undergraduate/Master PhD


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60% Academic achievement 35% Scientific achievement25% Motivation 35% Proposed research project

15% Language Skills 15% Motivation15% Language Skills

Post-Doc Staff35% Research production / Teaching

experience35% previous experience

35% Proposed research project 35% Work Plan15% Motivation 15% Motivation

15% Language Skills 15% Language Skills

Each institution’s ev aluation panel will have experts of all thematic areas, according tothe level and nature of the programme. These experts will assess and rank theapplications. This ranking will be the basis for granting the scholarships, in full respectfor the available mobility flows.

3rd Step: SELECTION PROCESSThe Selection Panel will supervise the evaluation activities. This supervision aims atvalidating the assessment procedures, as a way to ensure impartially and transparencythrough a random sample and similar techniques. This Panel will also elaborate a

proposal of the applicants to be selected, according to the established distribution ofmobility flows, assuring that the criteria based on academic success were considered.Only applicants who achieved very good/excellent grades, i.e. who were graded 80%or higher in the evaluation phase by the host institution will be selected. Apart fromthese criteria, female applicants, members of indigenous peoples and economicallydisadvantaged applicants will be favoured in the selection, as long as the minimumgrade of 80% is assured. Furthermore, the Panel will also take care into considerationthe regional balance.

4 th Step: COMUNICATION OF RESULTSAfter the final selection of the applicants and its approval by the Steering Panel, thecoordinating institution will send to the home and host institutions a list of the selectedscholarship holders for participation in the PHOENIX mobility project. Immediatelyafter, all applicants will be informed by e-mail of the applica tion’s result and thesewill be published on the project’s website.


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Please note that in case a selected applicant is afterwards identified as noteligible, (s)he will have to reimburse the costs had had by the partnership withthe mobility flow until that moment.

5 th Step: PROCEDURE FOR APPEALSAll applicants that do not agree with the selection results will be granted access to theonline system and to the reasons indicated by the institutions responsible for thevalidation and evaluation procedures. Further details on the appeals procedure will be

given later on in the e-mail to be sent to all applicants together with the selectionresults.

11. INFORMATION AND SUPPORTAll the information related with the project’s implementation can be consulted on t heofficial website: http://em-phoenix.eu .

The consortium has created two Coordination Offices, responsible for theimplementation of the tasks seeking the preparation and development of thescholarships’ programme, in strict cooperation with the EACEA and the EuropeanCommission.

Address and contact of the CoordinationOffice:

Address and contact of the Co-Coordination Office:

PHOENIX project PHOENIX project International Relations OfficeUniversity of AlmeríaCarretera Sacramento s/n04120 La Cañada de San UrbanoAlmería (Spain)Phone number: +34950015046Fax: +34 950015384E-mail: [email protected] Coordinator: Mª Sagrario Salaberri RamiroManagement Team: Mª Fernanda Rodríguez Heras

The Islamic University of GazaExternal Relations AffairsAl Talatiny StreetP.O.Box 108, Gaza (Palestinian OccupiedTerritory)Phone number_ +972 8 286 0700Fax: +972 89 282 5106E-mail: [email protected] Coordinator: Nazmi Al MasriManagement Team: Amani AL Mqadma

em-phoenix.eu facebook.com/mundusphoenix

http://em-phoenix.eu/http://em-phoenix.eu/http://em-phoenix.eu/mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]://em-phoenix.eu/


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All partner institutions have nominated a contact person responsible for assisting andcounseling potential applicants of their institutions. The official contacts of each institutioncan be accessed on the site, in the Contacts section.

It is strongly recommended to regularly consult the e-mail address indicated in theapplication form, as this will be the only means of communication between theapplicant and the coordination.